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Date: March 31, 2012

Bulletin Number: Other-15

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Subject

2012-2013 Deficit Reduction Plan for State University Construction Fund (SCF) Employees Represented by the Civil Service Employees Association (CSEA)

Purpose

To provide new earnings codes and procedures for processing the 2012-2013 SCF CSEA Deficit Reduction Plan.

Affected Employees

Employees in bargaining unit 97 – CSEA Administrative Service

Excludes employees with an hourly rate less than $7.44.

Background

Pursuant to the Memorandum of Agreement between the State University Construction Fund and the Civil Service Employee Association, employees shall have their salary reduced over the course of the 2012-2013 fiscal year.

Effective Date(s)

The 2012-2013 SCF CSEA Deficit Reduction Plan will commence Administration Pay Period 26L and will continue through Administration Pay Period 25L.

Attachment A provides a breakdown of the SCF CSEA Deficit Reduction Plan period by check date and includes the pay period number, pay period begin date, and pay period end date.

New Earnings Codes

OSC has created new earnings codes to process the SCF CSEA Deficit Reduction Plan.

Additional Pay
Earnings Codes                  Description
D4F                                     12-13 SCF DRP -2.500%
                                            (Retro Code – R4F)

Time Entry
Earnings Codes                  Description
D5F                                    12-13 SCF DRP Oth -2.500%

Automatic Set up of the D4F Additional Pay Record - OSC

In Administration Pay Period 26L, OSC will insert a row on the Additional Pay page for employees who meet ALL of the following criteria:

  • Employee is in an eligible bargaining unit as defined above on the last day of the above pay period.
  • Employee has an Employee Status of Active, Leave with Pay or Leave of Absence on the last day of the above pay period.
  • Employee was not in an ineligible bargaining unit (one not defined above) with an Employee Status of Active or Leave with Pay any time during the above pay period.

Exception: The Additional Pay record will not be created automatically for employees in a composite position (identified by Increment Code 2222) since the system cannot determine if the hidden position is in an eligible bargaining unit.

The inserted row on the Additional Pay page will be set up as follows:

        Earnings Code:      D4F

        Effective Date:       First day the employee is in an eligible
                                    bargaining unit with an Employee Status
                                    of Active or Leave with Pay in the above
                                    pay period; otherwise, first day the
                                    employee is in an eligible bargaining unit
                                    with an Employee Status of Leave of
                                    Absence in the above pay period

        Earnings:              The field will be left blank; the system will
                                    calculate the D4F amount based on the
                                    eligible earnings

        End Date:             Pay period end date for Administration
                                    Pay Period 25L

Manual Set up of the D4F Additional Pay Record – Agency

Employees Not Meeting Automatic Set Up Criteria

Agencies are responsible for creating the Additional Pay record for those employees who do not meet the criteria in the Automatic Set Up section but who are in an eligible bargaining unit with an Employee Status of Active or Leave with Pay any time during Administration Pay Period 26L.

The Additional Pay record should be set up as follows:

Earnings Code: D4F
Effective Date:  First day the employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay in the above pay period
Earnings: The field must be left blank; the system will calculate the D4Famount based on
the eligible earnings
End Date: Last day the employee is in an eligible bargaining unit; if employee remains in
an eligible bargaining unit at the end of the above pay period, use the pay
period end date for Administration Pay Period 25L

Newly Eligible Employees
Agencies are also responsible for creating the Additional Pay record for employees who are hired, rehired, concurrently hired or transferred into an eligible bargaining unit with an Employee Status of Active or Leave with Pay after the initial pay period
through Administration Pay Period 25L. Agencies must also create or restart the Additional Pay record if an employee returns from a Leave of Absence to an eligible bargaining unit with an Employee Status of Active or Leave with Pay during the SCF CSEA Deficit Reduction Plan period.

The Additional Pay record should be set up as follows:

Earnings Code:   D4F
Effective Date:    Date of the hire, rehire, concurrent hire, transfer or return from leave transaction into an eligible bargaining unit with an Employee Status of Active or Leave with Pay within the SCF CSEA Deficit Reduction Plan period
Earnings: The field must be left blank; the system will calculate the D4F amount based on the eligible earnings
End Date: Pay period end date for Administration Pay Period 25L

Note: An Additional Pay record using Earnings Code D4F should only be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit of each position making up the composite position is eligible as defined above. Otherwise, the agency should submit the deficit reduction amount each pay period using the Time Entry deficit reduction code (see Processing Adjustments section).

Calculating the Deficit Reduction Amount – D4F (Additional Pay)

Each pay period, the system will calculate the deficit reduction amount for employees with a D4F record that was active any time during the pay period being processed regardless of whether the employee was in an eligible bargaining unit. The system will total all monies for the following earnings codes where the earnings end date falls within the pay period dates being processed and multiply the result by -.02500.

      Earnings Code            Description

       FEE                            Fee
       FRC                            Fee – Retirement Credit
       IPF                              Inconvenience Pay – Full
       IPP                              Inconvenience Pay – Part
       LOC                            Location Pay
       MSP                            Military Stipend Payment
       RGH                            Regular Pay Hourly Employee
       RGO                            Regular Pay Override
       RGS                            Regular Pay Salary Employee
       TSP                             Military Training Stipend

As with other Additional Pay Earnings Codes, it may be necessary to submit an adjustment in order to calculate the correct deficit reduction amount.

Employees No Longer Subject to the SCF CSEA Deficit Reduction Plan

If an employee transfers into a bargaining unit that is not subject to the SCF CSEA Deficit Reduction Plan, the agency must insert a row on the Additional Pay page for Earnings Code D4F and insert an End Date equal to the last date the employee is in an eligible bargaining unit.

Processing Adjustments – D4F (Time Entry)

If an employee is in both an eligible and ineligible bargaining unit during a pay period and has a D4F record active any time during the same pay period, the system will calculate the deficit reduction amount on all eligible earnings where the earnings end date falls within the pay period dates being processed. It is the agency’s responsibility to determine the monies that should not have been included in the deficit reduction amount, calculate the adjustment amount and submit a positive adjustment using Earnings CodeD5F.

In addition, the system will not include any monies paid using one of the eligible earnings codes listed above for earnings in an eligible bargaining unit where the earnings end date is prior to the pay period begin date for the pay period being processed. It is the agency’s responsibility to determine those monies that should have been included in the deficit reduction amount and submit a negative adjustment using Earnings Code D5F.

As mentioned above, an Additional Pay record using Earnings Code D4F should not be created for an employee in a composite position (identified by Increment Code 2222) if the bargaining unit of each position making up the composite position is not eligible as
defined above. Therefore, it is the agency’s responsibility to total the portion of monies paid each pay period for any of the eligible earnings codes listed above that are earned during the deficit reduction period in an eligible bargaining unit, calculate the deficit
reduction amount and submit a transaction using Earnings Code D5F.

A Time Entry transaction should be submitted as follows:

Earnings Begin Date:  First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earnings End Date: Last earnings end date within the deficit reduction period for the earnings codes
Earn Code:                D5F
Amount:                   

Total adjustment amount – can be negative or positive


Control-D Report NPAY729

In order to assist agencies in identifying monies that should be included in the adjustment calculation, OSC created Control-D report NPAY729 (Earnings Requiring an Adjustment to the Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date is less than the pay period begin date associated with the check date on the report; and
  • The earnings end date falls within the deficit reduction period; and
  • The employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.

Processing Deficit Reduction – D5F (Time Entry)

Monies earned during the SCF CSEA Deficit Reduction Period while in an eligible bargaining unit using any of the earnings codes listed below are also subject to the deficit reduction but will not be calculated automatically.

Earnings Code

Description

AGP

Adj Geographic Pay

AIF

Adj Inconvenience Pay Full

AIP

Adj Inconvenience Pay Part

ALP

Adj Location Pay

AMS

Adjust Military Stipend

AS5

Addtl Sft Comp – Hourly

BSA

Back Salary Award

EC1

Extra Serv Clin Teacher Multi

EC2

Extra Serv Clin Teacher Single

EH1

Extra Serv Physician 76 Multi

EH2

Extra Serv Physician 76 Single

EP1

Extra Serv Physician Multi

EP2

Extra Serv Physician Single

ER1

Extra Serv Multi 7.5 HR

ER2

Extra Serv Multi 8 Hr

ER3

Extra Serv Multi OT

ER4

Extra Serv Single 7.5 HR

ER5

Extra Serv Single 8 HR

ER6

Extra Serv Single OT

ES1

Extra Service Hourly

ES2

Extra Service Amount

EXT

Extra Time

IIP

Intermittent Inconvenience Pay

IP1

Intermittent Inc Pay-4Day

IP2

Intermittent Inc Pay-3Day

IPS

Inc Pay Seasonal HRY

LCA

Seasonal Loc Pay – 8 hour

LCB

Seas Loc Over 1520 – 8 hr.

LCC

Seasonal Loc Pay – 7.5 hrs.

LCD

Seas Loc Over 1425 – 7.5 hr.

LCE

Seas Loc Pay Mid Hudson-8 hr.

LCF

Seas LOC Mid Hud over 1520 8hr

LCG

Seasonal LOC Mid Hud – 7.5 hr.

LCH

Sea LOC Mid Hud ovr 1425-7.5hr

NHE

Nurses Evening Shift

NHN

Nurses Night Shift

NRO

Nurses Shift Override

S3G

Step 3 Out-of-Title Grievance

WPS

WC 60% Sup

WSP

Award/Supp Program Supplement

Therefore, it is the agency’s responsibility to total monies paid each pay period for any of these earnings codes that are earned during the deficit reduction period while in an eligible bargaining unit, calculate the deficit reduction amount and submit a Time Entry transaction as follows:

Earnings Begin Date: First earnings begin date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earnings End Date: Last earnings end date within the deficit reduction period for the earnings codes included in this calculation for the pay period being processed
Earn Code: D5F
Amount: Total the earnings for all of the earnings codes listed above earned during the deficit reduction period that are included in the pay period being processed and multiply by -.02500

If the agency subsequently reduces the monies earned for any of the earnings codes listed above during the deficit reduction period, a corresponding Deficit Reduction Time Entry transaction should also be submitted to reduce the deficit reduction amount. The
amount would be calculated by multiplying the adjustment to the earnings amount by +.02500.

Note: Monies earned using Earnings Code BSA or S3G, monies earned using one of the adjustment codes and monies paid retroactively or as the result of a correction, should be handled on a case by case basis depending on whether the monies were earned during the deficit reduction period.

Control-D Report NPAY726

In order to assist agencies in identifying monies that should be included in the Deficit Reduction Time Entry calculation, OSC created Control-D report NPAY726 (Earnings Requiring a Manual Deficit Reduction Calculation). This report identifies employees who have earnings in Paycheck Data for one or more of the earnings codes listed above provided:

  • The earnings end date falls within the deficit reduction period; and
  • The employee is in an eligible bargaining unit with an Employee Status of Active or Leave with Pay on the earnings end date for the specified earnings code.

The report is available the Thursday after the payroll period is confirmed.

The report is sorted by Employee Name and then by Earnings Begin Date and Earnings Code. Fields on the report include Emplid, Employee Record Number, Employee Name, Earnings Code, Earnings Begin Date, Earnings End Date, Hours, Earnings Amount and Addl DRP and Description.


Earnings Not Subject to the Deficit Reduction

Monies earned during the deficit reduction period while in an eligible bargaining unit in any of the following categories are not subject to the deficit reduction.

          Bonus Pay
          Fringe Benefits
          Holiday Pay
          Longevity Payments
          Lost Time
          Lump Sum Payments for Accruals
          Overtime Pay
          Overtime Meals
          Statutory Workers’ Compensation Benefits
          Unpaid Leave

Summary of Agency Actions

Agencies are responsible for the following actions: Create the D4F record for employees who do not meet the criteria in the Automatic Set Up section

  • Create the D4F record for newly eligible employees after the initial pay period
  • Create the D4F record for employees in a composite position where the bargaining unit of each position making up the composite position is eligible
  • Calculate and submit an D5F transaction for employees in a composite position where the bargaining unit of at least one position making up the composite position is not eligible
  • Calculate and submit a positive D5F transaction when monies earned in an ineligible position are included in the D4F calculation
  • Calculate and submit a negative D5F transaction when eligible monies are paid outside of the pay period being processed
  • Calculate and submit a negative D5F transaction for eligible monies paid using those earnings codes in the Processing Deficit Reduction – D5F section
  • Calculate and submit a positive D5F transaction when a reduction of the eligible monies included in the original D5F transaction occurs        
     
Payroll Register and Employee’s Paycheck/Advice

Where appropriate, the following earnings codes and the associated amounts will be displayed on the payroll register.  The earnings code description and amount will be displayed on the employee’s paycheck stub and/or direct deposit advice.

Earnings Code

Description

D4F

12-13 SCF DRP -2.500%

R4F

12-13 SCF Retro DRP -2.500%

D5F

12-13 SCF DRP Oth -2.500%


Additional Information

Additional information and clarification may be provided in a subsequent payroll bulletin or posted on the PayServ Bulletin Board as it becomes available.

Questions

Question regarding the SCF CSEA Deficit Reduction Plan should be directed to the applicable budget examiner at the Division of Budget.

Questions regarding the accumulation and use of time as it relates to the CSEA Deficit Reduction Plan should be directed to the Division of Staffing Services at the Department of Civil Service.

Questions regarding the Payroll processing of the SCF CSEA Deficit Reduction Plan should be directed to the Payroll Earnings mailbox.

Questions regarding the impact on taxes or deductions as it relates to the SCF CSEA Deficit Reduction Plan should be directed to the Payroll Deductions mailbox.